City of Northglenn
Public Works Department
11701 Community Center Drive
Northglenn, Colorado 80233
CITY OF NORTHGLENN
2015 Northglenn Justice Center
RFP 2015-026
ADDENDUM NO. 1
DATED: October 9, 2015
TO: PROSPECTIVE BIDDERS
The following adds to, supplements, amends, or clarifies by way of explanation, portions of the Contract
Documents for the above-named project.
It will be the responsibility of the Bidders to acknowledge receipt of Addenda as part of their submitted bids.
Failure to do so will be grounds for the City to consider the bid non-responsive.
The Contract Documents are hereby modified by the following items:
REQUEST FOR PROPOSAL COVER SHEET:
Submission Deadline – Nov 17, 2015, 2:00 P.M.
REQUEST FOR PROPOSAL NARRATIVE:
[Replace text, in entirety, from RFP Cover through Appendix 1 (Instructions to Bidders) with the RFP Revision 1
included in Attachment 1 below.]
INSTRUCTIONS TO BIDDERS:
4. Schedule of Activities – Nov 17, 2015 – Proposal Submittal Deadline
City of Northglenn
Stephen Grace, PE
Project Manager
3 Attachments:
1. RFP 2015-026 Revision 1 (October 9, 2015)
2. Attendance Roster from Mandatory Pre-Bid Meeting (October 1, 2015)
3. Questions and Answers from Potential Bidders (October 8, 2015)
END OF ADDENDUM NO. 1
CITY OF NORTHGLENN
2015 Northglenn Justice Center
RFP 2015-026
ADDENDUM NO. 1
DATED: October 9, 2015
ATTACHMENT 1
REQUEST FOR PROPOSAL
REVISION NO.1
October 9, 2015
Request for Proposal for
Design Services
Northglenn Justice Center
RFP Number: 2015 - 026
Proposal Due Date: November 17, 2015
Time: 2:00pm
PREPARED BY CITY OF NORTHGLENN PUBLIC WORKS DEPARTMENT
11701 Community Center Drive
Northglenn, Colorado 80233
Reissued
October 9, 2015
PROPOSAL NO 2015-026 Revised
ISSUE DATE Sep 16, 2015
REQUEST FOR PROPOSAL (RFP)
COVER SHEET
PROPOSAL TITLE: Police/Courts Building Complex
SUBMISSION DEADLINE:
SUBMIT PROPOSAL TO:
Nov 17, 2015
on
2:00 P.M.
City Clerk’s Office
11701 Community Center Dr
Northglenn CO 80233
or
rfp@northglenn.org
or
www.govbids.com
CONTACT:
Steve Grace
EMAIL:
sgrace@northglenn.org
PHONE:
(303) 450-4077
Bidding instructions and drawings are available at the Rocky Mountain E-Purchasing website at:
http://govbids.com/scripts/co1/public/home1.asp.
MANDATORY
PREBID CONFERENCE:
DATE & TIME:
Oct 1, 2015
at 2:00 P.M.
LOCATION:
12301 Claude Ct, Northglenn, CO 80241
The undersigned hereby affirms that (1) he/she is a duly authorized agent of the vendor, (2) he/she has read all terms and
conditions, requirements, and instructions of this bid as stated or implied, (3) the vendor warrants that he/she is familiar
with all provisions of the contract documents and technical specifications which were made available in conjunction with
this solicitation and fully understands and accepts them unless specific variations have been expressly listed in his/her
offer, (4) that the offer is being submitted on behalf of the vendor in accordance with any terms and conditions set forth in
this document, and (5) that the vendor listed on the bid submission must match all contract and insurance documents
submitted upon award.
PRINT OR TYPE YOUR INFORMATION
Company
Fax Number
Address
City, State Zip
Contact Person
Title
Email
Phone
Signature
Print name
Table of Contents
Request for Proposal:
I. Introduction
II. Consultant Qualifications and Contract Approach
III. Scope of Services
IV. Conceptual Site Plan And Renderings
V. Proposal Evaluation/Basis of Award
VI. Proposal Format And Content
Appendices:
Instructions to Bidders
Proposal Form
Professional Services Agreement
Prospective Consultants Certificate for Illegal Aliens
Proposal Form
Northglenn Department Program Affidavit
Online Resources:
ALTA Survey
GIS Drawings: Site Utilities
Drainage Study
Spatial Needs Assessment
Traffic Study
I. Introduction
The City of Northglenn (the “City”) prepared a Spatial Needs Assessment in 2014
to study current and future police facility and municipal court requirements. The
study recommended building a new facility rather than investing additional
monies upgrading the existing building. The anticipated hard cost is $16M-$17M,
including site work and off-site improvements.
The City has identified a site for the new facility adjacent to the water towers on
the south side of Community Center Drive, west of Interstate 25 (the “Tower
Site”). The City recognizes that there are some challenges associated with the
Tower Site and have completed some preliminary information gathering and
surveys, including an ALTA/ACSM Survey, locates and pothole verification of
existing utilities in the area, and Drainage Study. These documents will be
provided as “Online Resources” to supplement this Request for Proposals
(RFP) via an FTP portal. A Phase 1 ESA will also be made available to the
successful Consultant.
This RFP is issued to request information (relative experience, performance,
schedule, and budget) from potential A/E firms so that the City can determine,
based upon each firm’s submittal, whether or not that submitter possesses the
qualifications to perform the Project. The City anticipates no more than three
firms will be short-listed and interviewed.
The Consultant will be responsible for meeting all of the City’s applicable codes,
as well as any related building codes, in the design of the proposed building. The
Consultant shall employ necessary design team members to design the site and
the building, including (but not exclusively) architectural, HVAC, mechanical,
plumbing, electrical, civil, structural, and geotechnical engineers, and any
specialized equipment designer(s).
II. Consultant Qualifications and Contract Approach
To convey the Consultant’s qualifications for the requested services, each
proposal shall include the following items:




Project Team and Executive Summary
Program and Project Management
Project Description and References
Proposal Fee and Scope of Services
The City will award the requested services based on the clarity and
responsiveness of the proposals and the Consultant’s approach to delivering a
fully designed building on time and on budget. While the City expects to develop
a short list and invite three (3) Consultants to interview, the City reserves the
right to make a selection based solely on the response to RFP.
To develop the Proposal Fee, the Consultant should understand the City’s intent
in establishing the total cost for this Scope or Services, so that the Consultant
can comply with required submittal requirements.
Phase I. The first portion of the cost will be the Consultant’s total fee for Phase I
(all design and management services up through Conceptual Development).
The Consultant should be able to establish this fee based on experience and
evaluation of the general site and building requirements. This portion should be
itemized by task/cost and summarized as a lump sum dollar cost. ($)
Phase II. The second portion of the cost will be the Consultant’s fee for Phase II
(completing Construction Documentation and commissioning). Because the final
design concept will not be approved until after preliminary design and the Public
Process, the Consultant cannot provide a fixed price estimate in their Proposal.
Therefore, the Consultant shall submit the percentages, relative to the Engineer’s
Opinion of Probable Cost, associated with each phase of work (A/E, civil, MEP,
specialized equipment, and acoustic/illumination analysis). These percentages
will be used as a factor in Consultant selection and as a baseline for negotiations
with the selected Consultant for establishing actual costs prior to Phase II. (%)
The City anticipates that an initial contract will be awarded to the successful
Consultant and funded at the level required to complete Phase I. At the
completion of Phase I, the City anticipates negotiating with the Consultant to
determine a final cost for Phase II, and adding required funding as an
addendum at that time. However, should the City choose to use a different
procurement method for the Phase II services, it reserves the right to conclude
the contract with the Consultant at the completion of Phase I.
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Specific deliverables are provided in Section VI, “Proposal Format and Content.”
III. Scope of Services
Phase I
1. Project Initiation and Project/Program Management
The Consultant shall conduct a project kick-off meeting with City staff to discuss
project objectives and clarify the program requirements. Consultant shall prepare
an agenda and minutes for the meeting. Meeting shall include members of the
Police Department, Public Works, and City Management.
The Consultant shall participate in weekly conference calls with the City to
discuss project status, schedule, and budget on a mutually agreed upon day and
time. In addition to the weekly calls, Consultant shall schedule in-person
meetings, as itemized below and as required, throughout Design Development
and Construction Document Development, if approved to proceed to Phase II.
The Consultant is responsible for coordinating with all required disciplines and
external agencies to support the project, whether or not directly under contract.
If approved to proceed to Phase II, Consultant shall work with the City to prepare
an Invitation to Bid for the general contracting services. The Consultant shall
assist in soliciting candidate
firms, evaluating Proposals, and
selecting a General Contractor.
The City anticipates employing a traditional
design-bid-build methodology.
2. Project Reconnaissance/Document Review
Consultant shall carefully review all prior documents, including, but not limited to:
2014 Spatial Needs Assessment, ALTA/ACSM Survey including Utility Locates,
Drainage Report and Phase 1 ESA. The Consultant shall review, understand,
and acknowledge all existing conditions and information related to the proposed
project, and to clarify the adequacy of existing project information with the City
prior to starting schematic design.
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The Consultant Team shall review the Agreement for Professional Services
provided in Appendix 2 and provide a statement letter that they do not object to
any of the terms and conditions.
Consultant shall perform sufficiently detailed subsurface investigation and
provide all geotechnical analysis and engineering work required for the
foundation recommendation and design. Geotechnical analysis will also provide
pavement recommendations for parking lot and entry road, as well as grading
and subsurface utility design recommendations.
Project anticipates requiring detention
and water quality being provided onsite along with the need for an off-site
storm line in Acoma Street.
3. Conceptual Design Development
This phase will expand on the Spatial Needs Assessment and the Consultant’s
site plan and renderings developed in their proposal. Consultant shall work with
the City to define and support the development of more detailed sketches,
drawings and preliminary building elevations. It will provide sufficient detail to
show that the design meets the project goals and can comply with applicable
codes. An opinion of cost will be provided by the Consultant. As the Conceptual
Design progresses, the Consultant will refine the design details including general
materials, specifications, and finishes. Consultant should also ensure the design
incorporates provisions unique to police and court operations. For example, an
acoustic and lighting analysis must be performed due to the operational checks
performed on police vehicles at the beginning of a shift; design must provide
mitigation to reduce impact to areas adjacent to the secure parking lot.
Consultant shall validate survey controls during this phase to ensure the
accuracy of cost estimates and the future design development. An Engineer’s
Opinion of Probable Cost should be provided at the end of this phase. The
Consultant will be required to lead meetings with City staff as scheduled below,
as well as making a presentation to City Council for their review comment. It is
anticipated that City Council may require a follow up meeting to address
comments and concerns they may have.
Community Outreach and Public Meetings – Consultant shall recommend an
approach to the City for informing the surrounding Community on the project; this
may include mailers, notification on website or other public notifications.
Consultant shall also plan for a public meeting and/or open house.
Consultant shall be responsible for preparing a permit schedule for all permits
that will be required for construction. This includes all necessary CDPHE, and
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State Permits for, but not limited to: Fugitive Dust, Groundwater Dewatering (if
needed), Grading and Erosion Control permits, etc. Due to anticipated earthwork
required, the Consultant shall prepare an early earthwork and storm water
management plan and report package for bidding prior to issuance on building
permit. Exact timing and schedule shall be defined during Kickoff meeting.
Conceptual Design Meeting Schedule (3 Months):
Staff Meetings
4
Council Meetings
2
Public Meetings
1
Timeframe
Feb-Apr 2016
The end product of Phase I is not a specified percentage design
complete (i.e. 30%), but a Conceptual Design with enough content
(site plans and further civil investigation, material and equipment
selection, building elevations, required permits, etc.) that City
officials and residents will be able to have a clear understanding of
the new building and site, and designers will have enough direction
to develop an accurate Engineer’s Opinion of Probable Costs and
proceed to a full set of Construction Documents, if and when
directed to proceed.
Fees for all services specified in Paragraphs 4-7
will be negotiated if and when the City proceeds
to Phase II
Phase II
4. Construction Documents and Specialized Equipment Design
This phase will include the preparation of the construction and permitting
plans/documents and necessary supporting reports (drainage report, utility
report, storm water management plans and report, Building Code review, etc.)
that will be used for bidding or final pricing by the contractor, and for building
permit application. Consultant is responsible for coordinating with Fire
Department and any other outside review agency who will provide input or
approval for any portions of the project. This encompasses all systems for
building construction including but not limited to: Mechanical, electrical, plumbing,
HVAC, civil engineering, structural, lighting and architectural. These documents
will become a part of the construction contract. These documents shall include
construction staging and phasing plans. During this phase, the Consultant shall
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develop construction traffic management plans and recommend permanent traffic
controls and reconfigurations for Community Center Drive. The CDs will need to
be completed and submitted for building permit purposes in December of 2016 to
achieve a spring 2017 construction start.
The Consultant shall be required to lead monthly meetings with City staff as
scheduled below, and as required, as well as make a presentation to City Council
for their review comment.
Consultant shall prepare and provide a Project Manual and Technical
Specifications for inclusion in the bid package.
The Consultant shall prepare a comprehensive building code analysis during
SDs for review and acceptance by SAFEbuilt. The Consultant shall also submit
the final construction drawings to SAFEbuilt for review and approval. The
Consultant will compile a list of all required permits (building/vertical and land
use/horizontal) which the
General Contractor will
The City subcontracts its building department
have to submit and pay for
services to SAFEbuilt Colorado.
prior to construction. The
Consultant will provide
Construction Drawings to, and coordinate on all design issues with, SAFEbuilt
prior to the Construction contract award to a General Contractor. The Consultant
will not file, nor pay, for any building permits, but will have everything prepared to
turn over to the General Contractor upon award, having coordinated with
SAFEbuilt during the design process.
CD Meeting Schedule (9 Months):
Staff Meetings
9
Council Meetings
1
Public Meetings
0
Timeframe
May 2016 Jan 2017
5. Construction Administration/Record Drawings
The Consultant shall provide a fee and scope for review of all submittals,
substitution requests, construction inspection at critical points, support for all
Request for Information (RFI), participation in final walkthrough with General
Contractor. Consultant shall participate in weekly construction progress
meetings and administration of preconstruction meeting.
Consultant shall be responsible for documentation of as-builts, construction
drawings, and field changes based on information provided by Contractor and for
providing the City a redlined Record Drawing upon construction completion of the
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Project. Redlines will be prepared using CAD and provided both electronically
and hard copy to the City.
The number of submittals and RFI’s is dependent on the clarity and level of detail
provided in the design documents. The City expects the Consultant will respond
to all submittals and RFI’s and will not provide additional compensation for these
services outside of the fee that the Consultant lists within their response.
The City expects to award the construction following a traditional design-bid-build
methodology, and its goal is to minimize submittals, RFIs, change orders, and
any additional scope or cost. Therefore, the City expects Record Drawings to be
high quality, comprehensive, thorough, and accurate.
6. Building Commissioning
Throughout the building construction and commissioning process, the Consultant
shall assist City building and facility management personnel during with building
turnover. The Consultant will assist the City staff to better understand, operate,
and control building systems and operations. The Consultant shall be available to
respond to and assist the City in the daily operations of the building related to
HVAC, security, lighting, and other special or proprietary operations to ensure
that the City facility staff has a good and complete understanding of all operating
systems.
Upon the end of the 2-year warranty, Consultant shall attend a site and building
walk-through with the General Contractor and the City and provide
documentation of noted deficiencies and corrective action(s) required.
7. LEED Incorporation
The City does NOT plan to pursue formal LEED certification. However, the City
does wish to incorporate sustainable design elements. The City requires an
approach that considers energy efficiency, best management practices, low
impact development and other sustainable methods and techniques to be
incorporated throughout the planning and design process.
Therefore, the City is interested in the Consultant’s past performance and
capabilities in the incorporation of Sustainable Design practices and obtaining
LEED Certification for similar police and court facilities.
Throughout the planning and design process the Consultant will identify LEED
points that could be met cost effectively.
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IV. Conceptual Site Plan and Renderings
The Proposal shall include at least one site plan and renderings for the proposed
building complex. The purpose of this submittal is to allow the City to evaluate
the Consultant’s creativity, design vision, ability to optimize the site, and ability to
demonstrate an understanding of the City’s goals for the building and
surroundings. The Consultant must determine the level of resources required to
convey that understanding as part of the Proposal.
Note: The following goals are included to provide a common set of parameters
to all Proposers, and to allow the City to evaluate Proposals against those
parameters. They DO NOT represent approved design guidance from City
Council or City residents.
Goals:
1. The buildings' exteriors (façade, finishes, entry vestibule) should reflect
traditional architecture.
2. The approaches and entry should be inviting, not imposing; for example,
security elements should be integrated into landscaping, rather than using
bollards or concrete block.
3. Anticipate two wings, one for the Court and one for Police, forming an
integrated complex connected by a large vestibule entrance (preferably seethrough, to take advantage of the view planes).
4. The buildings should be oriented on the northeast corner of the site to take
advantage of the 270-degree view plane; while the adjacent water tanks interrupt
the line of sight to the southwest, the buildings should be visible from, and have a
line of sight to, the rest of the horizon (mountains to west and north, airport to
east, and Denver skyline to south).
5. The site concept should incorporate monument “City of Northglenn” sign
visible from I-25. The sign could possibly be incorporated into a retaining wall,
but should be physically separated from the buildings.
6. The site concept should include a screening methodology for the water towers;
it should provide protection to the site in the event of a surface water release
from the tanks, and also serve to visually separate to towers from the building.
(The City does NOT expect the screening to fully eclipse the 40-foot towers.)
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7. The site plan should indicate primary (signal-controlled) and secondary
(emergency) access and access controls. Special care should be taken to
integrate the development site to adjacent neighborhoods while maintaining the
goals of the project, in terms of traffic flow.
8. Secure parking is anticipated to be on a lower grade, oriented toward the east.
While full acoustic and illumination analysis should be completed during Design
Development, the site concept plan and renderings should indicate the
Consultant has considered how mitigating elements can be incorporated into the
design to reduce light and noise impacts to the surrounding community.
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V. Proposal Format and Content
It is imperative that proposers respond to each RFP requirement as defined in
Sections II, III, and IV, above. Proposals that do not address all requirements will
be considered incomplete. This Section serves as a reference to summarize
expectations for each deliverable.
The Proposal is not intended to be an expansive or elaborate document, but it
should be thoughtfully composed and easy to understand. The proposal shall
include a Table of Contents. The body of the proposal shall be no longer than
fifteen (15) pages, not including cover letter, conceptual site plan and renderings
submittal, current rate sheet, and resumes. Resumes should be formatted
identically and placed in the appendix. The Consultant shall submit three (3) hard
copies of the Proposal along with a CD containing the Proposal in PDF format.
Each of the required services shall be itemized and specifically addressed in the
proposal.
II. Consultant Qualifications and Contract Approach
Project
Provide physical address of firm. Identify all members of the
Team and
engineering/design team that will be assigned to this project.
Executive
Define the time commitment anticipated and specific roles
Summary
anticipated for each team member. Provide summary of team
members’ experience providing similar services for a projects of
the same type and scale.
Program and Provide work plan and schedule that meet the requirements of
Project
the scope of work. Include critical path schedule identifying major
Management milestones in the scope and decision points that the City will need
to engage and give direction. Explain how your firm will
coordinate and communicate with the City and what your protocol
for managing budget and ensuring that design budget is met.
Include a discussion on Project Risk developed specifically for
this project. Identify unique risks that apply to the planning, public
process, design, or construction of police and court buildings, and
identify potential risk mitigation measures.
Project
Description
and
References
Provide a detailed description of two (2) similar police and
municipal court projects completed in the last ten years. Include
the municipality that the work was performed for and a reference
and contact information for each projected highlighted.
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III. Scope of Work – Phase I
Project
Submit a plan that addresses the requirements described in
Initiation and Section III.1. As a minimum, the plan shall indicate the manhours
Project/
and design team staff required to manage the required meetings;
Program
a projection of the external agencies that will require coordination
Management on this project; and Consultant’s projected approach, manhour
and design team participation in supporting General Contractor
solicitation and selection.
Project
Reconnaissance/
Document
Review
Submit a plan that outlines approach to completing requirements
addressed in Section III.2. Manhours and design team
participation should be addressed. Plan for geotechnical work
must be addressed.
Conceptual
Design
Submit a plan that outlines approach to completing requirements
addressed in Section III.3. Manhours and design team
participation should be addressed. A plan for early earthwork and
stormwater management plan must be addressed.
Proposal
Fee and
Scope of
Services
Provide a detailed proposal fee in tabular format encompassing
all charges (project team, utilization, materials, overhead and
markup). This fee shall cover all costs through the end of the
Design Development phase and Engineer’s Opinion of Probable
Cost. This should be submitted as a lump sum total, but be
supported by a line item spreadsheet to indicate costs be contract
task.
(Example)
Task 1
Task 2
(etc.)
Total, Phase I
Description 1
Description 2
(etc.)
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$
$
(etc.)
$$
III. Scope of Work – Phase II
Construction Submit a plan that outlines their approach to completing
Documents
requirements addressed in Section III.4.
and
Specialized
Equipment
Design
Construction
Administration/ Record
Drawing
Submit a plan that outlines their approach to completing
requirements addressed in Section III.5. Particular attention
should be paid to the approach Consultant will take to minimize
RFIs and submittals. The City’s goal is to minimize submittals,
RFIs, change orders, and any additional scope or cost.
Therefore, the City expects Record Drawings to be high quality,
comprehensive, thorough, and accurate.
Building
Commissioning
Submit a plan that outlines the services the Consultant will
perform during facility and specialized equipment turnover and
commissioning. Identify risks unique to this project during the
transition process.
LEED
Consultant shall provide examples of its experience in achieving
Incorporation LEED certification for similar public facilities. Identify all
accredited LEED Professionals on the design team and any
specialty consultants that Consultant has included in the team.
Note and comment on your understanding and performance of
Energy and Atmosphere, including the energy consumption
portion of the Total Ownership Cost.
Proposal
Fee and
Scope of
Services
Upon approval of the Conceptual Design, and review of the
Engineer’s Opinion of Probable Costs, the Consultant will
proceed with full design and CD development, construction
administration, and commissioning support. Provide a
percentage of construction cost by specialty to cover all
Consultant’s costs for this part of the design process.
Primary
Design
Building
Building
Site
Specialty
% of EOPC
A/E, Civil, MEP, Transportation
Specialized Equipment
Acoustic/Illumination Analysis
The percentage allocated at this time will be the basis of early
negotiations on pricing remaining work through commissioning.
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IV. Conceptual Site Plan and Renderings
Conceptual Site Plan
and Renderings
Submit three (3) hard copies and electronic copies in
PDF format of each conceptual site plan and rendering
developed in response to the guidance in Section IV.
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VI. Proposal Evaluation – Basis for Award
Criteria used to score all proposals and develop a short list of finalists. Includes,
but is not limited to:
1. Responsiveness/Proposal Completeness to Services Required in Phase I
Does proposal provide required deliverables as itemized in the Proposal
Format and Content section?
Does conceptual Site Plan and Renderings indicate the capability to
incorporate the City’s stated goals into the site and building design?
Does Consultant show an understanding of site constraints and
opportunities?
2. Police/Courts Design Experience
Project References
Are references executives with contract/spending authority, rather
than project managers?
Is there evidence that project was completed on time, on budget or
explanation why not?
3. Approach to Public Process
Project References
Demonstrated ability to garner consensus?
Demonstrated ability to redirect pessimism?
4. Bidder’s Total Fee [Phase I ($) and Phase II (%)]
Next step for finalists (if the City opts to continue beyond RFP review)
5. Interview
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VII. Appendices
1. Instructions to Bidders
2. Agreement for Professional Services
3. Prospective Consultant’s Certificate Regarding Employment or Contracting
with an Illegal Alien
4. No Employee Affidavit
5. Department Program Affidavit
6. Notice of Award
7. Notice to Proceed
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VIII. Online Resources
Electronic copies of the following documents are located on the City’s File
Transfer Portal and are available for proposers to review in preparation of their
Proposals. To download the files, follow the links below. Password for all
documents is “Northglenn”.
ALTA Survey:
http://webshare.northglenn.org/?a=d&i=vOJ1Awj0m7 (PDF)
http://webshare.northglenn.org/?a=d&i=gbar09bamu (CAD)
GIS Drawings: Site Utilities:
http://webshare.northglenn.org/?a=d&i=Msm0cAse1g
Drainage Study:
http://webshare.northglenn.org/?a=d&i=iTDL88tyUX
2014 Spatial Needs Assessment:
http://webshare.northglenn.org/?a=d&i=R2brtRkwVC
2015 Webster Lake Sub-Area Traffic Study:
http://webshare.northglenn.org/?a=d&i=gHnRA8tMPq
INSTRUCTIONS TO BIDDERS
1. PROPOSAL NO: 2015-026
2. PROPOSAL TITLE: Northglenn Justice Center
3. PURPOSE OF SOLICITATION:
The City of Northglenn is soliciting proposals for professional Architect/Engineer services in the planning, design,
and contract administration of a new Police/Courts Building Complex.
4. SCHEDULE OF ACTIVITIES: The following schedule of activities delineates the timing of the solicitation
and the estimated project schedule. These dates may be subject to change at the City’s discretion.
Sep 16, 2015
Oct 1, 2015
Oct 8, 2015
Oct 15, 2015
Nov 17, 2015
Jan 2016
Request for Proposal Issuance
Mandatory Pre-Bid Meeting
Question Period Deadline
Addendum Issuance
Proposal Submission Deadline
Anticipated Award
5. INTERPRETATION OF DOCUMENTS AND SPECIFICATIONS: Wherever the word "contract" appears, it
shall be held to include all the documents as listed. No less than all of the parts of the contract documents shall
constitute the formal contract. If any person contemplating submitting a proposal for the proposed contract is in doubt
as to the true meaning of any part of specifications, schedules, or information sheets or the proposed contract
documents, he may submit to the project manager a written request for an interpretation thereof. The person
submitting the request will be responsible for its prompt and actual delivery. Any interpretation of such documents
will be made only by an addendum duly issued, and a copy of such addendum will be mailed or delivered to each
person receiving a set of such documents. The City will not be responsible for any explanation or interpretation of
such documents which anyone presumes to make on behalf of the City.
6. TERMS AND CONDITIONS: As set forth in the contract agreements and any supplemental, the following terms and
conditions will apply to this Request for Proposal, each vendor’s proposal and to the negotiations, if any, of any said
contract. Submission of a proposal in response to this RFP indicates the vendor’s acceptance of the terms and
conditions contained in this document and the contract.
7.
BIDDER EXPENSES: The City of Northglenn will not be responsible for any expenses incurred by any vendor in
preparing and submitting an offer.
8. WITHDRAWAL: A vendor may withdraw his proposal at any time prior to the expiration of the final date and time
set for receipt of bids. Withdrawal notification must be in written form, and must be received in the Offices of the
City Clerk prior to the closing date and time.
9. IRREVOCABILITY: Following the time of closing, all bids will become irrevocable offers to the City and will
remain as such until 90 days from date of submission. By submission of a bid, the vendor agrees to enter into a
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contract. In addition all quoted prices will be firm and valid up to 90 days from date of submission The City may, in
its sole discretion, release any proposal and return any bonds if applicable prior to the 90 days..
10. LATE PROPOSALS: Any proposal received after the Final date and time for receipt of proposal will not be
accepted and will be unopened and discarded without being considered.
11. SIGNATURES OF VENDORS: Each vendor shall sign his proposal, using his legal signature and giving his full
business address. The person signing the proposal must be an officer of the company or partnership.
Bids by
partnerships shall be signed with the partnership name by one of the members of the partnership or by an authorized
representative, followed by the signature and designation of the President, Secretary, or other persons authorized to
bind it in the matter. The names of all persons signing should also be printed below the signature. A proposal by a
person who affixes to his signature the word, "President", "Secretary", "Agent" or other designation without
disclosing his principal, may be held to be a proposal of the individual signing. When requested by the City,
satisfactory evidence of the authority of the officer signing in behalf of the corporation shall be furnished. Bids
submitted electronically are to be typed in lieu of written signature (see the cover letter).
12. OPEN RECORDS ACT: Notwithstanding any language contained in a proposal to the contrary, all proposals
submitted to the City become the property of the City. Any information considered proprietary should be marked by
the vendor and as such and will be kept confidential to the extent provided by law.
13. SALES TAX: Vendors shall not include federal, state, or local excise, sales or use taxes in prices offered, as the City
is exempt from payment of such taxes.
14. MISTAKES IN BIDDING INSTRUCTIONS: If the City makes a mistake in drafting the bidding instructions or
any other contract documents, the City reserves the right to reject any or all bids, or to require that vendors submit an
alternate proposal with adjustments made to correct the error(s). Such errors will be set forth in an addendum. If the
vendor has already been selected and has started performing work under the contract, and the City then discovers a
mistake in the contract documents for which the City is responsible, the City may opt to reform the contract. If the
mistake causes the vendor to receive compensation for materials not used in the work or for labor that would not be
required for the work, the contract price shall be decreased proportionally. If the mistake causes the vendor to fail to
bid on work which must be performed in order to properly complete the contract, the City may increase the contract
price to equal the proportionate increase in the cost of required materials and labor caused to the vendor. In the
alternative, the City may solicit bids for such additional work, or the City may reassign such additional work to
another vendor, as the City deems appropriate. Nothing in this provision shall apply to mistakes made by the vendor
in completing the proposal form or in performing the contract.
15. ACCEPTANCE OF PROPOSAL: It is expressly understood and agreed that the City reserves the right to reject any
or all bids, to waive formalities, and accept the proposal which appears to be in the City’s best interest.
16. APPEAL OF AWARD: Solicitations will be awarded based on multiple criteria, price being just one of the
conditions. Vendors can review the solicitation’s special terms and conditions for information on evaluation criteria.
Vendors may appeal the award decision by submitting, in writing, to the City of Northglenn, a request for
reconsideration within 7 calendar days after the posting of the Notice of Intent to Award, provided that the appeal is
sought by the vendor prior to the City finalizing a contract with the selected vendor. Vendors who were deemed nonresponsive are ineligible to participate in the appeal process.
17. DEFENSE OF SUITS: In case any action at law or suit in equity is brought against the City, any officer, employee,
or agent thereof, for or on account of the failure, omission, or neglect of the vendor to do and perform any of the
covenants, acts, matters, or things by this contract undertaken to be done or performed, or for the injury or damage
caused by the negligence of the vendor or his subcontractors or his or their agents, or in connection with any claim or
claims based on the lawful demands of subcontractors, workmen, material, men or suppliers or machinery and parts
thereof, equipment, power tools and supplies incurred in the fulfillment of the contract, the vendor shall indemnify
and save harmless the City, officers, employees, and agents of the City, of and from all losses, damages, costs
(including attorney's fees), expenses, judgments, or decrees whatever arising out of such action of suit that may be
brought as aforesaid.
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18. CONTRACT NEGOTIATIONS: If the City decides to proceed and to negotiate a contract, the City intends to
provide written notification to the vendor whose proposal is deemed by the City to be in the best interests of the City
and the City will attempt to negotiate a contract with the selected vendor(s) on terms and conditions stated in this RFP
or in the successful vendor’s bid, but shall also include terms and conditions later negotiated. If the City and the
successful vendor are unable to execute a contract and the vendor has been notified that it is the successful vendor
then the City may cease all discussions with the (first) successful vendor without any further obligation to that vendor
and select another (second) vendor as the successful vendor. If the (second) vendor is rejected, as per the terms
above, then the City, without any further obligation to that vendor, may select another (third) vendor as the successful
vendor and so on, or the City reserves the right to reject all proposals and re-bid.
19. OPENING OF PROPOSALS: The City reserves the right to open Proposals received in response to this RFP,
privately and unannounced, after the closing date and time.
20. EXTENSION OF TIME: No time extensions are being considered at this time; however, should the City extend this
proposal, all vendors will be given the same considerations.
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PROPOSAL FORM
City of Northglenn
11701 Community Center Drive
Northglenn, Colorado 80233-8061
PROPOSAL:
Pursuant to the “advertisement for proposal” for the above named project, and being familiar with all
contractual requirements therefore, the undersigned bidder hereby proposes to furnish all labor, materials, tools, supplies,
equipment, transportation, services and all other things necessary for the completion of the contractual work, and perform
the work in accordance with the requirements and intent of the contract documents, within the time of completion set forth
herein, for, and in consideration of the following prices.
(hereinafter called BIDDER) organized and
Proposal of
existing under the laws of the State of
doing business as
*. To
the CITY OF NORTHGLENN (hereinafter called CITY). In compliance with your advertisement for bids, BIDDER
hereby proposes to perform WORK on
-
in strict conformance with the CONTRACT DOCUMENTS, within the time set forth therein, and at the prices stated
below.
By submission of this BID, each BIDDER certifies, and in case of a joint bidder each party thereto certifies as to
his own organization that this BID has been arrived at independently, without consultation, communication, or agreement
as to any matter relating to this BID with any other BIDDER or with any competitor.
BIDDER hereby agrees to commence WORK under this contract on or before a date to be specified in the
NOTICE TO PROCEED and to fully complete the PROJECT as indicated in the General Conditions.
BIDDER acknowledges receipt of the following ADDENDUM:
*Insert "a corporation", "a partnership", or "an individual" as applicable.
5
Sub-contractors (if any): Work they will perform:
1.
Email:
2.
Email:
3.
Email:
Please provide a complete and accurate list of at least three references and contact phone numbers:
1.
Phone:
Email:
2.
Phone:
Email:
3.
Phone:
Email:
Respectfully submitted,
Signature
(Seal, if Proposal is by a Corporation)
Address
Title
Attest
Date
License Number
(If Applicable Signature)
Phone Number
6
CITY OF NORTHGLENN
2015 Northglenn Justice Center
RFP 2015-026
ADDENDUM NO. 1
DATED: October 9, 2015
ATTACHMENT 2
PRE-BID MEETING ATTENDANCE
October 1, 2015
Northglenn Justice Center Design Services RFP 2015-026
Mandatory Pre-Bid Meeting Oct 1, 2015 Attendees
Company
Representative
Email
Adolfson & Peterson Construction
Tom Stone
tstone@a-p.com
Ambient Energy
Tracey Whalen
tracey@ambient-e.com
Anderson Mason Dale Architects
Luc Bamberger
koconnell@amdarchitects.com
Architects Design Group
Melissa Brand-Vokey
melissabv@adgusa.org
BCER Engineering
Keith D. Jones
kjones@bcer.com
Beaudin Ganze CE, Inc.
Mike Reed
mtreed@bgce.com
Bowman Consulting
Derek Williams
dwilliams@bowmancg.com
Bowman Consulting
Brad Disner
bdisner@bowmancg.com
Bridgers & Paxton
Steve Taylor
smtaylor@bpce.com
Brinkey Sargent Wigington/Allred
Brad Bonnet
brad@allredarch.com
BRS Architecture
Rebecca Lavezzary
rebeccalavezzary@brsarch.com
Cator, Ruma & Associates
Ira Daigle
idaigle@catorruma.com
Corey Electrical Engineering
Anne Stilson-Cope
anne@coreyeng.com
CTA Architects
Bryan Topp
bryant@ctagroup.com
CTA Architects
Karissa Meiers
karissameiers@ctagroup.com
D.L. Adams Associates
Ben Bridgewater
bbridgewater@dlaa.com
D2C Architects
Eric Combs
ecombs@d2carchitects.com
DDC
James A. Childs
jchilds.architect@gmail.com
DLR Group
Ed Bledowski
ebledowski@dlrgroup.com
Fentress Architects
Brian Chaffee
chaffee@fentressarchitects.com
Ford Av
Jean Johnson
johnj1@fordav.com
Fransen Pittman G.G.
Jim Andrews
jandrews@fransenpittman.com
GKK Works
Jay Ireland
jireland@gkkworks.com
GKK Works
Brian Klipp
bklipp@gkkworks.com
Ground Engineering
Chris Echols
chris.echols@groundeng.com
Group 14 Engineering
Jessica Chickering
jchickering@group14eng.com
HKS
Benjamin Larance
blarance@hksinc.com
Hoefer Wysocki
David Mendez
david.mendez@ hoeferwysocki.com
Hoefer Wysocki
Ken Henton
ken.henton@hoeferwysocki.com
Iconergy
Kara Brooks
kbrooks@iconergy.com
Integral Engineering Company
Lacey Goetz
lacey@integralengineeringco.com
JVA, Inc.
Charlie Hager
chager@jvajva.com
K2 Audio/Acoustics
Deb Britton
deb@k2audio.com
KL&A, Inc.
Katie Clark
kclark@klaa.com
Kumar & Associates, Inc.
Ann Parfitt
aparfitt@kumarusa.com
Page 1 of 2
Northglenn Justice Center Design Services RFP 2015-026
Mandatory Pre-Bid Meeting Oct 1, 2015 Attendees
Company
Representative
Email
Martin/Martin Consulting
Ralph Rempel
rrempel@martinmartin.com
MDP Engineering Group
Brett Smith
bsmith@mdpeg.com
MDP Engineering Group
Michael Passas
mpassas@mdpeg.com
Michael Baker International
Matt Lamont
matthew.lamont@mbakerintl.com
MKK Consulting Engineers
Jeff Geiger
jgeiger@mkkeng.com
Ninyo & Moore
Mike Mowen
mmowen@ninyoandmoore.com
Page
Jaclyn Wenaas
jwenaas@pagethink.com
Page
Karen Gilbert
kgilbert@pagethink.com
PCD Engineering Services
Sandie Busby
sandie@pcdengineering.com
Rider Levett Bucknall
Tammy Herreid
tammy.herreid@us.rlb.com
RMH
Jamie Liller
jliller@rmhgroup.com
Roth Sheppard Architects
Jeff Sheppard
jsheppard@rothsheppard.com
Roth Sheppard Architects
Natalie Brown
nbrown@rothsheppard.com
S.A. Miro, Inc
David Lewis
dlewis@samiro.com
SEH
Jeff Pedersen
jpederson@sehinc.com
SEH
Rick Coldsnow
rcoldsnow@sbhinc.com
Worth Group Architects
Travis Bryan
tbryan@worthgroup.com
Page 2 of 2
CITY OF NORTHGLENN
2015 Northglenn Justice Center
RFP 2015-026
ADDENDUM NO. 1
DATED: October 9, 2015
ATTACHMENT 3
QUESTIONS AND ANSWERS
October 8, 2015
RFP Q&A
Oct 1, 2015
1. What is the design percentage complete requirement at the end of Phase I?
Please review Section III, Paragraph 3 of the Oct 9 Revision of the RFP. This paragraph explains that the
end product of Phase I is not a specific design percentage complete, but a Conceptual Design that
includes sufficient information to allow an EOPC and initiation of full CDs.
2. Are there plans for additional water tanks?
There are no plans for additional tanks at this time; the design does not have to take that possibility into
consideration.
3. What type of Specialized Equipment is required in the Police Station?
The reason we are asking for a minimum of two similar Police Station designs in the past ten years is to
ensure that the successful design Consultant has recent experience in designing and outfitting Police
Stations to modern standards. The City’s expectations are for the Consultant to recommend the most
appropriate equipment in accordance with the IACP’s Police Facility Planning Guidelines and in
coordination with the Northglenn Police Department.
4. What is the A/E’s role in the commissioning process?
Please review Section III, Paragraph 6 of the Oct 9 Revision of the RFP. The Consultant will work as an
advisor to the City during the building turnover process, to include validating manufacturers’ systems
testing, compiling O&M manuals, performing end-of warranty inspections, and assisting with an
equipment plan to allow a seamless transition and continuity of service as the PD moves.
5. Are the noise concerns to mitigate site generated noise, or reduce noise from I-25?
The primary concern is to mitigate noise transmission from the Justice Center into adjacent
neighborhoods. However, during the design process, we would expect the designer to consider the
impact of highway noise on the facility, as with any new building located adjacent to an interstate
highway.
6. What is required for the early earthwork and storm water management plan?
The Consultant will have to perform enough of a civil assessment to be able to develop an accurate cost
for the civil work in their EOPC.
7. What is included in the $16-17M estimated scope?
The City estimates a total cost of $18M for the entire project (design, construction, equipment,
furnishing, etc.).
8. What is the A/E’s role in permitting during Phase I?
The Consultant will work with SAFEBuilt to identify all required permits which the GC will eventually have
to obtain. This list should be completed in Phase I to allow an EOPC which includes permitting costs.
9. In what format should the renderings be submitted as part of the proposal?
The must be submitted in hard copy and electronically in PDF format, but the Proposal may include
larger sheet (ARCH C, D,E) renderings as separate attachments, if desired.
10. Should the design be based on the increased square footage recommended in the Spatial Needs
Assessment?
Yes, the City supports the additional recommended space to allow for future expansion.
11. What is considered “traditional” design style?
The City will not provide more details beyond this broad description; part of the Proposal evaluation is to
consider how the Consultant’s design creativity aligns with the City’s.
12. Will the new building interfere with the line-of-site transmission from the existing monopole?
No, we do not anticipate that the Justice Center will be large enough to interfere with signals.
Oct 8, 2015
13. Are we to account for a future building on the site, or just the building that we have the program for
that includes Courts and Police? If so, what is the size?
No, the Proposal does not need to take into account any potential future facilities.
14. Parking needs. We haven’t found parking numbers in the Needs Assessment, just parking noted on
the solutions and they vary per design.
Developing parking numbers and configurations will be part of the facility design.
15. We noticed covered parking on the Needs Assessment Master site plans, is this a requirement for
the project? If so, how many are needed?
The City anticipates covered parking and interior parking for some police equipment. Covered parking
for customers and staff is an option for the designer, and an opportunity for incorporation of LEED
elements.
16. The Need Assessment “Master Plan Development Considerations” list one and a half pages of
“elements” to be considered in design. Are all of these elements desired from the current RFP or were
these developed for the Master Plan exercise for the Needs Assessment?
Those elements were developed for the Master Plan, but may be considered in design development.
17. If #4’s elements are desired, is it desired to have 82’ Stand-off zones for public parking (to building)
and 33’ stand-off zones for staff? The 82’ number seems high and the Needs Assessment Master Plan
designs don’t comply with these.
Please base your concept design standoff distance on current guidance for police and court facilities and
your professional judgment.
18. The RFP suggests that commissioning will be a part of the project. Will the city be issuing a separate
solicitation for third party commissioning services or will commissioning be a part of the
architect/design work? Please clarify the requirement.
The City will not require LEED commissioning for any of the facility systems. The general contractor and
manufacturers will be required to perform operations tests on all facility systems, and provide training
along with O&M manuals to City personnel. GC and manufacturers will warrant the systems throughout
the warranty period. The expectations for the A/E Consultant are to serve as the City's subject matter
experts on the building systems during turnover before the facility is accepted. Tasks would
include working with/advising City staff during operational checks and building turnover to confirm that
systems are working as designed, and working with/advising City staff at the end of all systems'
warranty periods to identify any required maintenance and repair. The City also expects the Consultant
to develop a transition timeline to allow a seamless move from the old police station to the new Justice
Center once the new facility is operational.
19. The proposal indicates that the main body of the document be kept to 15 pages. Is this 15 single
sided pages or 15 double sided pages?
The 15 pages can be double-sided.
20. Will you please explain what you mean by current rate sheet? Do you need a current rate sheet for
the entire team in general or for each individual firm team member?
Please provide a rate sheet that provides rates, by classification, for all firm members participating in the
project.